Procurement /Purchase Officer
Quaed Alinma Company for Construction & Development / Artal Hotels Group
Total years of experience :12 years, 3 Months
Receive and process the Purchase Requisitions, creation of new item codes. Uploading newly created item codes to Microsoft Dynamics ERP & and issuing Purchase Orders and vendor Management. Receive and issue Material in the ERP system. Coordinating with Site Stores and main Store Maintain Soft copy record using and hard copy archiving. Receiving monthly Inventory from the Site. Store & and reconcile with the system to Support Accor.
Supervised all maintenance logistics activities in the base (vehicles, fuel consumption, and local
infrastructure) according to (MSF) standards and protocols to have the material, infrastructure, and vehicles in optimal running conditions: Checked the maintenance of various open spaces (gardens, courtyards.) and ensuring that domestic waste is correctly discarded Checked and ensured the maintenance of (MSF) premises and facilities, as well as the general water supply, electrical, walls, ceilings, and security conditions. Conducted inventories and reallocation of equipment.
I was responsible to oversee all administrative and log activities of the boarding school; ensured the compliance of School with governing rules - including:
• HR: Organized Recruitment process, Staf development, Pay roll management, Performance management, Administrative management, travel accommodation.
• Finance: managed departmental budget, monitoring expenses and financial reporting.
• Facility Management: Looked on maintenance of all buildings, equipment.
• People Management: There was 67 staf directly under command and supervision: including (Store Oficer, Sub-Engineers (Civil & Electric), Assistant Librarian, Ofice Assistant, Lab Assistants, Admin Clerk / Computer Operators, Telephone Operator, Ofice & Hostel Attendants, Drivers, Gardeners, Security Guards, Head Cook and Sanitary Workers.
• Networking: Ensured contact with external partners/stake holders to stay informed on policy procedures.
• Liaison with local stakeholders, authorities and service providers to school promotional activities, human resources and legal issues.
I was responsible for managing the project administration and logistics activities:
• Supported in recruitment, payroll and other L&D related matters.
• Supported staf with booking travels, accommodation, perdiems and others.
• Setting up of supply administration and related supply procedures.
• Managed projects fleet at project site Chachro, Tharparker desert.
• Assets and equipment Management i.e. Tagging, Allocation, maintenance.
Advised on set-up and updated the projects organizational charts and job description and assisting the Project Manager (PM) and supervisors to draw up holidays planning and staf shifts in orders to forecast HR needs and to ensure HR availability for the project activities:
• Performed HR Planning with coordination of the Project Manager and Admin Ofice.
• Managed payroll, ensuring that all data related to monthly salary calculation of the project is correctly entered.
• Provided staf orientations and monitor staf performance and attendance.
• Coordinated in staf recruitment and selection process.
• Oversaw employee records according to policy and legal requirements
• Managed fleet, transportation, collecting of monthly fuel payment.
• Maintained records of vehicles and scheduling regular vehicle maintenance to ensure operational eficiency.
• Liaised with the Base Log to ensure ACF Supply Chain policies are efectively carried out.
• Managed & track the special movement of expats and senior management.
• Prepared rental vehicle payments and Coordinate with the contractor in case of any necessity arrangements.
• Collaborated with program coordinator to facilitate placement of staf changes as needed.
• Liaised with implementing partners, donor coordination, input into program design.
• Monitored implementation progress, drafting and management of contracts, review of project reports.
• I was responsible for all administration and logistics tasks:
• Coordinated for Domestic & International Air Travel arrangements.
• Identified rental properties, including staf accommodation and ofice space.
• In collaboration with the Head of Ofice, liaised with the local authorities; prepared documents required for international staf and other related government requirements.
• Prepared and sharing weekly procurement report with Country Ofice.
• Managed of IRC Pakistans fleet, transportation, preparing monthly fuel report.
• Managed assets and equipments i.e. Tagging, Allocation, maintenance.
I was point of contact for all staf under the Project at the regional ofice, provided administrative support and managed their queries.
• Booked and/or scheduled meeting/training/workshop venues for Play Matters regional ofice activities as required
• Managed projects facilities and inventory to ensure that they are in good working condition.
• Prepared periodic procurement plans and organizing project records.
• Performed personnel administration, purchasing and managing ofice
• Maintained employee records according to policy and legal requirements
• Provided staf orientations and monitor staf performance and attendance activities.
• Prepared salary/par roll of project staf, scrutinize it and get the approval from regional ofice accordingly.
Operated the radio or mobile phones, avoided using any sensitive or security related information and followed the MSF security rules.
• Made radio contacts with reference bases (capital and/or field) according to communication rules / schedules and forwarded all information concerning the security of the teams to the Project/Capital Coordinator.
• Monitored and registered any movement, of people, vehicles and cargo, (departure, arrival, number of passengers, route taken, standard contact points) and informs line manager of any delays.
• Assisted Training Coordinator and provided all admin and logistic support to the trainers in field
• Organized TOTs and Roll out training at diferent health facilities.
• Managed Ofice and Facilities.
• Organized local and mega events and arranged seminars and workshops
• Performed physical inventory and maintained the ofice equipment and its record